Title
Consider a memorandum/resolution authorizing the purchase to replace the existing HVAC control system at the Killeen Civic and Conference Center from Tempset Controls, in an amount of $179,220.
Body
DATE: May 7, 2024
TO: Kent Cagle, City Manager
FROM: Tiffanie McNair, Executive Director of Community Development
SUBJECT: KCCC Replacement of HVAC Control System
BACKGROUND AND FINDINGS:
The Killeen Civic & Conference Center (KCCC) was allocated American Rescue Plan Act (ARPA) funds for the total replacement of the existing HVAC system with a high energy efficiency system to improve cooling and heating for the facility. The updated equipment will replace two (2) R22 chillers and all the heating elements for nine (9) air handlers. January 2024, KCCC encountered a major issue with the HVAC control system which would not allow staff to properly regulate temperatures in the building. Tempset Controls (Tempset), the original installer of the control system, was contacted to bring the system back online. During the repair assessment, it was determined that the control system was malfunctioning and required a complete replacement. Tempset currently operates thirteen (13) City of Killeen facilities. The system allows city staff to remotely operate the HVAC system. This upgrade will let us use the Distech BACnet building automation system. Distech BACnet is a technology that uses a communication protocol to connect different devices and sensors in the building, allowing for centralized control and monitoring of these systems.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
Yes, purchasing from Tempset Controls conforms to city policy based on their TIPS Contract. The purchase will utilize Tips cooperative contract #22010601. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in the Texas Local Government Code (TLGC) §271.102, subchapter F; “a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services.”
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The amount is $179,220 in FY 2024. There are more expenses that are expected for this project in future fiscal year on the ongoing project to replace the KCCC HVAC.
Is this a one-time or recurring revenue/expenditure?
This is an ongoing expenditure with fixed costs.
Is this revenue/expenditure budgeted?
Yes, funds are available in the Governmental CIP Fund in account 349-8932-493.61-02, project code ARPA18.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes
RECOMMENDATION:
Staff recommends the City Council authorize the City Manager or his designee to execute all necessary contract documents with Tempest Controls for the replacement of the existing HVAC control system at KCCC in an amount of $179,220, and that the City Manager or designee be expressly authorized to execute any and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quote
Certificate of Interested Parties
Presentation